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Your agency must report all premium class transportation used by federal employees while traveling for official business in the GSA Travel Reporting Tool by November 30 of each year. If your agency does not have any premium class travel data to report, you must submit a negative report.
You must justify each use of premium class travel with a travel exception code, listed below. This requirement applies to travel by air, train, or ship. Authority for travel reporting comes from Federal Travel Regulation (FTR) Part 300-70.
Code
Description
(F1)
No coach-class accommodations are reasonably available. "Reasonably available" means available on an airline that is scheduled to leave within 24 hours of the traveler's proposed departure time, or scheduled to arrive within 24 hours of the traveler's proposed arrival time.
(F2)
Use of first-class is necessary to accommodate a medical disability or other special need. See FTR 301-10.123(a)(2) for additional criteria when using this exception.
(F3)
Exceptional security circumstances require other than coach-class airline accommodations. Exceptional security circumstances are determined by your agency and should only be authorized up to the minimum other than coach-class accommodation necessary.
(F4)
Use of first-class is required because of agency mission, consistent with your agency's internal procedures pursuant to FTR 301-70.102(i).
Code
Description
(B1)
Use of business-class is necessary to accommodate a medical disability or other special need. See for additional criteria when using this exception.
(B2)
Exceptional security circumstances require other than coach-class airline accommodations. Exceptional security circumstances are determined by your agency and should only be authorized up to the minimum other than coach-class accommodation necessary to meet the agency's mission.
(B3)
Coach-class accommodations on an authorized/approved foreign air carrier do not provide adequate sanitation or health standards.
(B4)
Regularly scheduled flights between origin/destination points (including connecting points) provide only other than coach-class accommodations and you certify this on your voucher.
(B5)
Transportation costs are paid in full through agency acceptance of payment from a non-federal source in accordance with FTR Chapter 304.
(B6)
Origin and/or destination is OCONUS, and the scheduled flight time, including stopovers and change of planes, is in excess of 14 hours in accordance with FTR 301-10.125.
(B7)
The use of business-class results in an overall cost saving to the government by avoiding additional subsistence costs, overtime, or lost productive time while awaiting coach-class accommodations.
(B8)
No space is available in coach-class accommodations in time to accomplish the mission, which is urgent and cannot be postponed.
(B9)
Business-class accommodations required because of agency mission, consistent with your agency's internal procedures pursuant to FTR 301-70.102(i).
Code
Description
(T1)
No coach-class accommodations are reasonably available on a train that is scheduled to leave within 24 hours of the traveler's proposed departure time, or no coach-class accommodations are scheduled to arrive within 24 hours of the traveler's proposed arrival time.
(T2)
Use of other than coach-class accommodations is necessary to accommodate a medical disability or other special need. See FTR 301-10.162(b)(1) for additional criteria when using this exception.
(T3)
Exceptional security circumstances require other than coach-class rail accommodations. Exceptional security circumstances are determined by your agency and should only be authorized to the minimum other than coach-class accommodations necessary to meet the agency's mission.
(T4)
Coach-class travel on an authorized/approved foreign rail carrier does not provide adequate sanitation or health standards.
(T5)
When required because of agency mission, consistent with your agency's internal procedures pursuant to FTR 301-70.102(i).
(T6)
Your agency has determined that extra-fare travel is advantageous to the government.
(T7)
Your agency has determined that extra-fare travel is required for security reasons.
Code
Description
(S1)
Lowest first class travel accommodations are not available on the ship.
(S2)
Use of other than lowest first-class accommodations is necessary to accommodate a medical disability or other special need. See FTR 301-10.183(b)(1) for additional criteria when using this exception.
(S3)
Exceptional security circumstances require other than lowest first-class travel. Exceptional security circumstances are determined by your agency and should only be authorized to the minimum other than lowest first-class travel accommodation necessary to meet the agency's mission.
(S4)
Required because of agency mission, consistent with your agency's internal procedures pursuant to .
Your agency does not need to report premium class travel if:
The accommodations are paid by the traveler;
The accommodations are acquired by the traveler through frequent flier points or benefits;
The accommodations are considered a free upgrade;
The government paid coach class fare or less for premium class accommodations; or
The premium class data is protected from public disclosure by statute or Executive Order. However, according to FTR 300-70.103, agencies not reporting data are required to report aggregate data. If the aggregate information is also protected from public disclosure, you must submit a negative report.
Senior Federal Travel Reporting
Your agency must report information twice a year on senior federal officials and non-federal travelers who fly aboard your government aircraft in the GSA Travel Reporting Tool. Each year, data for the period from October 1 to March 31 is due on April 30, and data for the period from April 1 to September 30 is due on October 31. If your agency does not have data to submit, you must submit a negative report.
You are not required to report classified trips, but you must indicate the number of classified trips your agency is withholding and maintain information on classified trips for two years.
(h) For personal or political travel, the amount that the traveler must reimburse the government (i.e., the full coach fare or appropriate share of that fare).
(i) For official travel, the comparable City Pair fare (if available to the traveler) or the full coach fare if the City Pair fare is not available.
(j) The cost to the government to carry this person (i.e., the appropriate allocated share of the federal or close-air support aircraft trip costs).
You can find most of the information above on the traveler's travel authorization. Your agency's aircraft management office must provide the information about crew members and qualified non-crew members required by item (b), and the information required by item (j).
Business and Relocation Travel Reporting
You must report all business and relocation travel as part of your agency's Travel Reporting Information Profile (TRIP) in the GSA Travel Reporting Tool. To access the reporting tool, contact help.trip@gsa.gov.
According to the Modernizing Government Travel Act [PDF], you must report your agency's summarized total travel and relocation expenditures by November 30 of each year for the previous fiscal year. GSA will submit a government-wide report to Congress by January 31. Agency data and GSA's final report must be available to the public.
Your agency must submit data elements for travel and relocation and note any data elements that are not available.
Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.
Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."
Per diem localities with county definitions shall include"all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."
When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.
U.S. General Services Administration